Planning a Region or Wing Conference

Planning a region or wing conference is a great way to stretch your planning and organization muscles. There's nothing like watching your vision come alive with all your fellow members connecting, collaborating, and celebrating together. Included here are tips and tricks from people who have planned conferences throughout Civil Air Patrol to help you to bring out the best in your event.

As important as anything this guide can explain is the experience of wing conference planners from throughout Civil Air Patrol. Seek them out and ask them a thousand questions. Draw on their experiences to chart an individual path. Record your own experiences from which others can learn. This is the point of the continuity book, the annual conference binders, this pamphlet, and the conversations over cups of coffee. Experience is worthless if not shared.

• Remember the three main purposes of holding a conference:

  • To connect

  • To collaborate

  • To celebrate

• Also remember the six “magic questions:”

  • Why?

  • When?

  • Who?

  • What?

  • When?

  • How?

• Assemble a good team! Always ask for help if needed. It’s expected.

• Budget well.

• Manage risk.

• Have fun. Planning a wing conference is a selfless act of goodwill for your fellow members. Make it the highlight of their year.

Good Luck!

Resources for You

Below are links to a variety of resources and content to help you to plan your conference. Read a little, read a lot... it's all dependent on your needs and your experience.

Survey about Region and Wing Conferences

In the fall of 2024, CAP conducted a survey of the regions and wings to learn more about the conferences, the assumptions that the commands make when planning their conferences, and their impressions as to the conferences' success. We want to share these results with you as you plan your conferences: both for reference, and for ideas.

Three Formats for Conferences: Choosing the Right One for Your Region or Wing

It used to be that planning a conference meant planning for an in-person event. Now you have more options depending on your needs, your creativity, and your budget. Let's examine the three main types of conferences in a little detail to help you choose the right format for you. 

Initial Conference Planning: Six Questions for Planning

The initial planning for a region or a wing conference really boils down to six basic questions. Learn about those questions here. 

Finding a Face-2-Face Conference Site

An ideal conference site is a good blend of location and value for the region or wing and for the attendees. Learn more about striking that balance and how to express your needs to the venues in which you are interested here. 

Documenting and Reporting: Creating continuity

Planning a conference is a big project... not for one person to accomplish alone. It's a team effort and communication is key.  Part of the planning and communication for the conference is about the documentation. Learn more about documentation needs here. 

Budget: It's all about the money

Knowing your budget early and planning against the budget saves a lot of headache later. Learn here how to develop your conference budget.

Planning Conference Activities: Connecting, Collaborating, and Celebrating for a better Civil Air Patrol

As the event planner you may or may not also be the member who is planning the conference's activities. Whether or not you lead that process or this is assigned to another member (or committee), you play a crucial role in setting expectations in what is possible given the space and budget set and in making the vision for the conference activities come to fruition. 

Learning Sessions/Seminars: Where sharing takes place

The meat of many conferences, learning sessions and seminars is where the barriers caused by geography and distance fall and members from all over the command share together. It's where lessons are learned and ideas happen. We have some tips to help you make the most of the time. 

Risk Management

Minimizing risk maximizes the results of your conference.

Virtual and Hybrid Conferences: Additional options

Technology has revolutionized conference planning, giving regions and wings additional opportunities to bring their commands together. Learn here if one of these options can enhance your region or wing conference experience.

This package is also available as CAP Pamphlet 4, Wing and Region Conference Planning Guide.